Reception & Administration

Summary about this job

Detail information about job Reception & Administration. Terms and conditions vacancy

• Progressive & dynamic company
• Attractive salary remuneration & conditions
• Opportunities for professional development

The Admin support position will require the individual to be able to work alongside a fast moving team in all facets of the company across Southern Queensland while providing high level administrative support.

This position is one that will see the successful applicant deal with a diverse range staff, clients, races and creeds within the geographical locations of Australia working with multiple and diverse agency’s to achieve company objectives while always portraying the best possible attitude even in the worst situations.

The position is to be classed as highly sensitive and will require the signing of a confidentiality agreement and non-compete restraint due to the nature of information you will be exposed and have access to.

While working alongside our team some of your duties may include:

• Maintaining the day to day diary & daily logistical movements.
• Make travel arrangements where required. 
• Record, type and distribute meeting minutes, reports, letters and other documents.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Open, sort and distribute incoming correspondence, including faxes, email and physical mail.
• Data entry on all levels including into our accounting package Xero.
• Perform general office management duties e.g. keeping relevant supplies in stock, and maintaining database systems records.
• Generation of rosters in Deputy
• Answer phone calls and direct calls to appropriate parties or take messages.
• Provide input and updates in the company’s Integrated Quality Management Systems (IQMS), SOPs and general development strategies.
• And fulfill Event Administration roles at major events when required.

Further duties may include:

• Increasing management’s effectiveness through active communication with both superiors and subordinates.
• Identify delegation opportunities for the best person (or people) for a particular task and act as a facilitator to motivate and direct the work.
• Prioritize tasks to ensure that projects & events are completed by deadlines
• Streamline processes to maximize effectiveness.
• Find opportunities to resolve conflicts efficiently and favourably with a good negotiation and mediation mindset.
• Provide support at all levels of the organization.
• Communicate and embody the company vision and values.
• Build up the company by recruiting, interviewing, hiring, and mentoring new talent where required or applicable.
• Partake in business development activities including networking, cold calling, presentations and quoting where directed.

Requested Competencies

1. Communication skills in all capacities e.g. written, verbal, letters, presentations, collaboration, social media, expert, casual etc.
2. Time and priority management, flexibility, adaptability, quick learning for a fast-paced, constantly changing environment and schedule.
3. Personal effectiveness/credibility and stress management/composure.
4. Technical capacity e.g. basic IT troubleshooting, familiarity with various OS, apps, software programs etc.
5. Familiarity with various web based services e.g. Xero, Deputy, Hubspot, Trello, Slack, Canva etc
6. Complete working knowledge of Microsoft.

Supervisory Responsibility
This position has no supervisory responsibilities at this time and will report to the Administration and Office Manager as well as the Queensland Business Manager.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.